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Lawn care invoicing

Lawn care billing that keeps up with every cut

Thirty yards a week at $45 a cut is real money, but only if every cut makes it onto a bill. Workeey keeps each mow as a job on your schedule, so at the end of the month the visits are there to bill, line by line, and the invoice goes out by email with a pay link. Here's how to bill the monthly customers, the cleanups, the rain weeks and the guy who pays cash at the gate. The rest of the toolkit is on lawn care software.

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Three ways lawn customers pay, and how to bill each

Before the first mow of the season, decide how each customer gets billed and tell them. Monthly customers get one invoice at the end of the month with every visit on it. Pay-per-cut customers get an invoice from each finished visit, one tap from the job. Cash customers, the ones who leave an envelope under the mat, still get a record: an invoice marked paid, so your year adds up at tax time. Workeey handles all three from the same schedule.

  • Monthly: one invoice, every visit a dated line
  • Per cut: each finished visit becomes its own invoice
  • Cash at the gate: invoice it, then mark it paid
  • Seasonal extras: their own job and bill, or a line on the month

How to bill a month of mowing

The routine that gets a monthly lawn bill right the first time, a few minutes per customer:

  1. Set each mow up as a repeating job. Weekly, every two weeks or your own rhythm. Workeey adds the next 12 visits to the schedule, up to 60 with a custom rhythm, and every visit is its own job.
  2. Mow, and let the schedule keep score. When rain pushes Thursday's yards to Saturday, move the visit so its date is the day you actually cut.
  3. Pick one billing day. The last day of the month or the first of the next, the same day every month, so customers expect it.
  4. Start the customer's invoice. Pick the customer and their name and address fill in; the invoice gets its number on its own.
  5. Add a line for every visit you made, with the date in it: 'Mow, trim and blow, June 3', quantity 1, at your per-cut rate.
  6. Add the month's extras on their own lines: the bed edging, the grub treatment, the extra haul-away.
  7. Count the lines against the schedule. Four visits done, four lines. A month with five Tuesdays means five lines.
  8. Set the due date and send it. It's emailed from the app with a pay link once you've connected Stripe.

What a lawn care bill should show

Whether it's a month of cuts or one cleanup, a lawn bill that gets paid without a phone call carries the same few things. For a blank one, there's a free lawn care invoice template; for the price before the season, see estimates.

Whether you add sales tax to your labor depends on your state and on the job: a repair, an installation or new construction. See sales tax on labor in every state, with each state's own guidance linked.

  • Your business name, phone and email
  • The customer's name and the property address
  • An invoice number and the date
  • Each visit's date as its own line, at your per-cut price
  • Skipped or rained-out weeks named, at $0, so nobody wonders
  • Cleanups, aeration or extras on their own lines
  • The total, the due date and how to pay

Rain days, skipped weeks and the dry month

Lawn bills get questioned when the total changes. A rain day that moved a cut from Thursday to Saturday changes nothing: it's still one visit, dated the day you mowed. A skipped week is different. If the customer was away, or the grass went dormant in a dry August, leave that visit off and add a no-charge line that says why, such as 'July 22, skipped, lawn dormant, $0', so a customer comparing two months sees the reason.

If you charge a flat monthly price instead of per cut, decide what a skipped week means and say it at the start of the season: keep the flat price and add a free cut later, or take the visit off. Either is fair. Changing the rule halfway through the summer is what loses customers.

Cleanups, aeration and the other one-off jobs

Spring cleanup, core aeration, overseeding, fall leaves: the jobs that make a lawn season pay bill best on their own. Book each as its own job. When it's finished, one tap turns it into an invoice with the customer, the address, the lines and your before-and-after photos carried over, so a customer who wasn't home sees the forty bags you hauled away.

Price the big ones first. An overgrown yard is easy to underbid, so send an estimate; when they say yes and the work is done, it becomes the invoice in one tap, with the lines they agreed to. For lines that scale, use the quantity: aeration as 9 at your rate per thousand square feet, seed by the bag, leaf removal by the hour. A monthly customer who'd rather have one bill can get the cleanup as a dated line on that month's invoice.

The customer who pays cash for every cut

Every route has one: the retiree who meets you at the gate with two twenties and doesn't want an app. You don't need to change him. You do need a record, because cash nobody wrote down is income you'll forget or have to piece together in April.

When you finish his lawn, turn the visit into an invoice and mark it paid. If he wants a receipt, tap Send receipt and it goes to his email, or print our lawn care receipt template. His money shows in your paid totals next to the card payments, and his history keeps every cut. A check mailed at month's end works the same way. Connect your bank and a deposit that matches an invoice marks it paid and emails the receipt on its own.

Getting the monthly bill paid without chasing

Small bills are the ones that get forgotten: a $180 lawn invoice sits under a fridge magnet for six weeks because nothing reminded anyone. Connect Stripe once and every invoice carries a pay link for card, Apple Pay, Google Pay or US bank; the customer pays from the email, the invoice marks itself paid and the receipt goes out. A small processing fee applies to online payments (payments).

For the ones that go past due, switch on reminder texts for that invoice. They go out on a schedule while it's unpaid, up to eight, daytime only, with the pay link in each, and replying STOP ends them. Texts need a saved account. The free plan includes 10 a month, you get 30 a month on Pro, and Premium has no cap; see reminders and pricing. Prefer to write the nudge yourself? Our late-payment reminder templates have the words.

What lawn billing in Workeey doesn't do

Workeey doesn't charge a card on file or run subscriptions: every invoice is one you built and sent. There's no card reader or tap to pay at the curb, no crew logins and no time clock. Doing installs as well as mowing? See invoicing for landscapers.

More for lawn care pros: pages and free templates

Can I put a month of mowing on one invoice?

Yes. Start the customer's invoice at the end of the month and add each visit as its own line with the date in it, plus any extras that month. You build it and send it, and Workeey emails it with a pay link once Stripe is connected.

Will Workeey bill my lawn customers every month automatically?

No. Repeating jobs put the visits on your schedule, but no invoice goes out on its own and no card is kept on file. You build each bill, or turn a finished visit into one, and send it yourself. The only thing that runs on a schedule is reminder texts, and only on an invoice you switch them on for.

How do I show a rained-out or skipped week on the bill?

A rain day you made up later is still one line, dated the day you mowed. A visit you skipped isn't billed. Add a no-charge line that says why, so the lower total makes sense to the customer.

How do I keep track of cash a customer pays for each cut?

Turn the finished visit into an invoice and mark it paid, then tap Send receipt if they want one by email. The cut stays in their history and the money shows in your paid totals.

Is there a free lawn care invoice app?

Workeey is free forever with no card needed: unlimited invoices, each emailed with a pay link, and 10 reminder texts a month. A small processing fee applies only when a customer pays online.

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